Business Service Center Update A-Team March 9, 2012 1
Agenda• Check-in: How are we doing?• Projects Update Major projects —Status report on E-Forms project Process improvement projects Standardization of Business Practices• Vendor Setup• HUB Program• Human Resources International Student Insurance Waivers Hourly Termination Process Job Postings for Staff 2
Agenda (cont’)• Payments Travel for Prospective Employees Corporate Card for Employee Travel HEAF funds reminder 3
Major Projects Update• Implementation of eForms (e.g. electronic HRM forms with workflow, etc.) Initiated project January 2012• Consolidation of 4 applicant tracking systems into 1. Continuing research on options – expected FY13 project• Implementation of Expenses module (e.g. electronic travel and payments processing, etc.) Initiated preliminary research on options – expected FY13 project• Implementation of electronic time sheets and leave approvals Currently undergoing a pilot on electronic timesheets 4
Process Improvement Projects Update• Vendor Setup Pilot Complete for Phase 1; Rolling out to UNT System in March 2012• Employee On-boarding Beginning discussions with stakeholders; initial concept 50% complete.• Employee Off-boarding Finalizing concept with ITSS; beginning discussions with stakeholders.• Lump Sum Payout Merged into eForms implementation.• ePro Requisition Processing initial EIS/processing changes completed; rolling out additional training and outreach to customers in Spring 2012. 5
Standardization of Business Practices• BSC Operations Committee• Charge is to standardize business practices across the UNT System• Members from each institution (9 members): Chief Finance Officers Chief HR Officers Controllers• Meet on regular basis 6
Standardization of Business Practices• Meal Reimbursements at Conferences Monitor to ensure that meals were not covered in registration fees when reimbursements are requested• Meal Reimbursement with No Overnight Stay Tax meal reimbursement when there was no overnight (not to be confused with business meal reimbursements)• Tax Reimbursements >60 Days Old Monitor the age of reimbursements and tax accordingly• Gifts/Tips – Allowable Source of Funds Allow non-state (local) deptids to fund gifts/tips 7
Standardization of Business Practices (cont’)• Annualize Hourly Rate for Payroll Calculations–2080 Rule Convert from monthly hourly rate calculation to annualized hourly rate calculation NOT IMPLEMENTED YET• Initiation of Staff Employment Postings by Department Allow departments to initiate postings using approved (and restricted) templates NOT IMPLEMENTED YET• Staff Employment Offer Letters Require written offer letters for staff appointments 8
Job PostingIntroduction of the Employment Team – Chris Campbell – Linda Gray – Gwen BartelleReview of Workflow
Job Postings Workflow for Postings Departments will continue to create the HRM4 for new positions and reclassifications.HRM4’s will be accompanied by a HRM5 for recruitment.
Job Posting• HRM5’s must be accompanied with a detailed UPO-31 and purpose statement.• All HRM’s must follow regular procedure of signature process before coming to the BSC for processing.• The BSC will receive the paperwork (HRM4 (if applicable), HRM5 and UPO-31)
Job Posting• The BSC will send the template to the hiring department for creation.• The steps are as follows: 1. Log into PeopleAdmin – https://jobs.unt.edu/hr 2. Select view pending, which will now give you the option to edit the posting. a) Enter the department overview b) Enter the job description c) Enter the preferred qualifications d) Enter the posting specific questions 3. The department will then submit the requisition to their HR Consultant Team for review/approval.
Job Posting• Your HR Consulting Team will review the posting and work with you if changes are needed.• Once changes are complete, Campus HR will submit the requisition to the BSC for posting.• The BSC will post the requisition live to the web for job applicants.
Enter your Base Department ID number and click “Search”
• To select an employee for termination, click the box in the “Terminate” column• Verify the employee name and the specific record number(s) to terminate• Be sure to click on the “Save” button
• Once you have saved your selections, the “Activate” column appears• “Activate” is used to re-instate any record number selected for termination• Changes can be made at any time during the week• Friday evening, the Hourly Termination Process runs to terminate selected recordsOnce the Hourly Termination Process is run, a new HRM must be submitted to reinstate
International Insurance ProcessGraduate Student becomes benefits eligible – All newly benefits eligible graduate students receive an email from BSC Benefits notifying them of their eligibility to enroll in employee health insurance. The email also provides instructions on how to elect their coverage via the ERS website, as well as the deadline to do so. – Their insurance is NOT automatic and they MUST elect coverage themselves during their 90 day waiting period. If the graduate student does not elect health insurance during their initial 90 day waiting period they will not be eligible again until Annual Open Enrollment. – Newly eligible international graduate students have a 90 day waiting period and must pay UNT International Insurance during this period. – Grad Students whose employee insurance is still in effect from the previous semester will receive the insurance waiver.International Graduate Students who need to have their Student Insurance waived, should godirectly to the Student Health and Wellness Center Billing Window.Student Health and Wellness Center verifies insurance coverage. Once verified, the InternationalInsurance fee will be waived from the tuition bill.